Smarter staff scheduling for hospitality
Less time on rotas. More time running the show.
Build rotas, keep wages under control and give your team everything they need in one simple place. RotaFox makes managing hospitality staff feel a whole lot easier.
Set up your business in a couple of minutes. No card required.
Running a team is hard enough. The rota shouldn’t be.
RotaFox brings the moving parts together, so you can get back to running your business.
See it in action
See a week’s rota come together.
In under a minute and a half: plan the week against your wage budget, then see your team clock in, ask for holiday and check their shifts on their phone.
No card required.
Read the transcript
Still juggling rotas, holiday requests and staffing costs?
There’s a smarter way. Meet RotaFox.
Build your rota in one clear view, with availability right there as you plan.
Every shift shows what it adds to wages, and what’s left in the week’s budget, so you’re on track before you publish.
Publish, and your team can see their shifts.
Your team clocks in and out from their phone, breaks included.
Timesheets sit next to the rota, ready to check and approve before payroll.
Holiday requests and shift swaps land in one place. Less back and forth.
Approve a request, and the rota updates for that person.
And everyone has their week, time off and announcements on their phone.
Then see how the week really went: hours and labour costs against plan, attendance at a glance, and approved hours ready for payroll.
Made for pubs, restaurants and cafés, and any team that works in shifts.
Less admin. More time for what matters.
RotaFox. Clever rotas. Happier teams.
Start your free trial. No card required.
What’s inside
Everything you need to run the week.
Rota scheduling
A week’s rota. Without a week’s worth of hassle.
Add shifts day by day for each venue. As you choose who works, RotaFox shows who’s on holiday, who can’t work then and who wants more hours, and stops you double-booking anyone. Breaks follow your rule. When you’re happy, publish and your team sees their week.
- 1Leave and availability beside every name
- 2Open shifts your team can offer to pick up
- 3Late finishes and clock changes handled for you
Labour costs and budgets
Your wage budget shouldn’t be a guessing game.
Set your weekly or monthly staffing budget and see exactly how your rota measures up. Know what you’re spending before you publish, not after payday.
Budget, planned, left
Three numbers on the rota, with a warning at 80, 90 and 100% of budget.
What each shift adds
Open a shift and see what it adds to wages and what that leaves.
The real cost
Pay after breaks, overtime, a daily share of salaries and optional employer costs.
Planned against actual
Approved timesheets show what was worked, next to what you planned.
Labour % of sales
Add your sales forecast and takings to see labour as a share of sales.
Reports and exports
Labour, attendance, leave and payroll reports by venue, and a CSV of approved hours for payroll.
- How labour budgets work
For your team
Less chasing. More getting on with it.
Everyone sees their own published shifts in RotaFox on their phone, and can add them to their own calendar. They clock in and out, ask for holiday, say when they can’t work, arrange swaps and read your announcements, all without a single “are you free Saturday?” message.
Works in the browser on any phone and can be added to the home screen. Dedicated iPhone and Android apps are planned.
Tell RotaFox what you need. Let it do the thinking.
We’re building a rota assistant. You describe the week in plain English; RotaFox drafts a rota from your real team, their availability, leave and hours, and your budget. You check it, change it and decide when to publish.
How the AI rota builder will work“Build next week’s rota. I need two people on Friday evening, a supervisor on every shift and a maximum wage budget of £1,500.”
Step 1
Understands
Turns your request into clear rules. It never invents staff, pay or shifts.
Step 2
Plans
A scheduling engine fills shifts from your team, within your budget.
Step 3
You decide
Review the draft, its cost and warnings. Nothing publishes without you.
Who it’s for
Made for pubs, restaurants, cafés and hotels.
Made for operators, not HR departments. Simple enough for an independent café, with what a small group needs as it grows.
- Pubs and barsSee how
Quiet Tuesday afternoons, rammed Saturday nights and a bank holiday to plan around.
- RestaurantsSee how
Lunch and dinner services, a kitchen that needs its own cover, and labour that has to stay in step with covers.
- Cafés and coffee shopsSee how
Early openings, part-time staff and students whose availability changes every term.
- Boutique hotelsSee how
Reception, housekeeping, breakfast, the bar and the restaurant, often with salaried managers alongside hourly staff.
- Multi-site groupsSee how
Each venue has its own rota, team, budget and manager.
Pricing
Simple pricing. No surprises.
One powerful platform. A price that grows with your team.
Count everyone you put on a rota, across all your venues.
Your price is set by the band your team falls into, not charged per employee. Adding someone only changes your price when your team moves into the next band.
Price for 1–10 employees
£15a month
No VAT is charged. Pay annually and it’s £150 a year, saving £30.
14-day free trial. No card required.
Paid plans aren’t switched on yet, so nothing is charged when your trial ends. We’ll tell you before that changes.
Included at every team size
- Rotas for every venue, with open shifts, conflict checks and copy last week
- Labour budgets, wage costs and labour as a share of sales
- Holiday requests, availability and shift swaps
- Clocking in and out, timesheets and approvals
- Payroll periods with a CSV of approved hours
- Reports for labour, attendance, leave and payroll
- Announcements to your team
- Access for managers, supervisors and team members, with two-step verification
Questions
Good questions, straight answers.
What is rota software?
Rota software replaces the spreadsheet or whiteboard you use to plan who works when. You build shifts for the week, staff see their own shifts on their phone, and changes, holiday and swaps are handled in one place instead of in messages.
Is RotaFox suitable for small hospitality businesses?
Yes. It’s designed so an independent café owner can set it up and run it from a phone, while still handling several venues, departments and managers as you grow.
Can I set a weekly staffing budget?
Yes. Set a weekly or monthly budget for the business, a venue or a department. The rota shows what’s planned against it, with warnings at 80, 90 and 100%.
Does RotaFox calculate labour costs?
Yes, as a planning estimate: pay after breaks, overtime above your weekly threshold, a daily share of salaries, and optional employer on-costs. Payroll still works out the exact figures.
Can employees view their own shifts?
Yes. Each person sees their published shifts in RotaFox on their phone and can add them to their own calendar. They can clock in and out, ask for holiday, set their availability, arrange swaps and read announcements from their managers.
Can I manage more than one venue?
Yes. Each venue has its own rota, team, budget and time zone, and you decide which managers can see which venues.
How does AI rota scheduling work?
It’s in development. You’ll describe the week in plain English; RotaFox turns that into rules and a scheduling engine builds a draft from your real team, availability, leave and budget. You review it before anything is published.
Can I switch from spreadsheets?
Yes. Add your venue and your team (name, role, hours and pay), then build your first week. Bulk import from a spreadsheet is planned; today you add people one at a time.
How much does RotaFox cost?
Pricing is based on the size of your team, from £15 a month for up to 10 employees, no VAT charged. Every feature is included at every size, and annual billing gives you 12 months for the price of 10. Paid plans aren’t switched on yet. No card required.
Your next rota could be the easiest one yet.
Less admin. Better control over wages. A happier team. That’s the RotaFox way.